Part Price Entry

The PART PRICE ENTRY screen is used to change prices per part number by cost or by price.  

 

Menu Path: Inventory, Part Entry, Part Pricing, PART PRICE ENTRY screen

 

 

Like most PartsWatch maintenance screens, the 'EDIT' and 'UPD' (update) buttons must be used when changes are made. 'EDIT' must be "off" when entering a part number and "on" when changing the part settings. 'UPD' must be clicked to save the changes.

 

Therefore, to edit parts using the ‘F’ hot keys:

 

  • (EDIT off) Enter a part number and press 'F5' (EDIT on)
  • Make changes and press 'F9' (changes saved)
  • Press 'F5' (EDIT off) and find another part 
  • Press 'F5' (EDIT on) and make changes 
  • Press 'F9' (changes saved)

 

If changes are not saved, pressing the 'F5' key, clicking the 'EDIT' button, or closing the screen, a prompt opens to save the changes.

 

 

LINE

Enter 1-3 alphanumeric characters that represent a valid Line Code in PartsWatch.

 

  • If the value entered is not a valid Line Code, pressing the 'Enter' key moves the cursor to the 'P/N', however, without a part number, the system opens a pop-up stating that the line code is not found.

 

 

 

 

P/N

With a 'LINE' displayed:

 

  • Press the 'Enter' key at the 'P/N' field and the first part number from the part table in the Line Code 'SORT CODE' order displays with the part field attributes.
  • Enter a valid Part Number in the 'P/N' field and press the 'Enter' key to display the part field attributes for that part.
  • The system checks for "stripped" part numbers where letters (A through Z) and numbers (0 through 9) are valid and all other characters are ignored for a part number search.
  • If the part number is not found, the system prompts to add it.

 

 

Answer 'Yes' and the part is added.

Answer 'No' and the 'P/N' field clears.

 

Without a 'LINE' displayed:

 

  • Enter a Part Number and if a single match is found, it will display.
  • If more than a single match is found, the Available Matches window opens with all Line Codes that contain the entered part number. Select the correct one to display that Line and Part Number.
  • If a match is not found, the cursor remains in the 'P/N' field waiting for valid input.

 

Click the 'P/N' button to open the 'FIND PART' window to search for a Part Number with or without a Line Code entered in the 'LINE' field.

 

 

DESCRIPTION 1

Enter up to 255 alphanumeric and special characters that describe the part in focus.

 

Click the 'DESCRIPTION 1' button to open the 'FIND PART' window to search for parts by description. Focus is on the 'FIND DESC' field in the pop-up.

 

 

DESCRIPTION 2

Enter up to 255 alphanumeric and special characters that describe the part in focus with an additional description that, depending on the process, can be used with or instead of 'DESCRIPTION 1'.

 

The 'DESCRIPTION 2' button is not enabled for a search, and instead, click the 'DESCRIPTION 1' button to locate a part from the 'FIND PART' window by description.

 

Stock Quantities

QTY AVAILABLE

Displays the number of units that are on the shelf and available for sales for the part. The field is updated by Point-of-Sale and Purchasing, as well as manually editable.

 

QTY RESERVED

Displays the number of units that are "on reserve" on open sales orders for the part, for information only.

 

If the quantity is on reserve, click the 'QTY RESERVED' button to open the 'ON RESERVE' window with the accounts and sales order reference numbers that the part in focus is on.

 

 

QTY ON HAND (QOH)

Displays the total number of parts currently in stock whether on the shelf or on an open sales order. ('QTY AVAILABLE' + 'QTY RESERVED')

 

Smart Page

Click the 'Smart Page' link to open a browser with the manufacturer part information.

 

 

If a link is not found, a pop-up opens stating the page is not found.

 

 

Cover to Cover

Additionally, if using the Epicor catalog, and Cover to Cover information is available for the entered 'LINE' and 'P/N', the Cover to Cover link displays instead of Smart Page.

 

Price Labels

Shelf price labels are printed from the PRINT LABELS screen using default setups per part.

 

DISPLAY LABEL QTY

Enter the default number of shelf price labels that will print for this part. The default can be changed at the time the labels are printed.

 

A value greater than '0' must be selected in order to use this default when printing labels.

 

Shelf price labels are normally printed when a price change has occurred.

 

 
After a VCO, if the 'Display Label Qty' field on the new part has a value greater than 0, the application keeps the value of the 'Display Label Qty' for the new part. Then, it resets the value of the 'Display Label Qty' on the old part to 0.

If the 'Display Label Qty' field on the new part has a value equal to 0 and the value of the 'Display Label Qty' field on the old part has a value greater than 0, the application copies the value of the 'Display Label Qty' from the old part to the new part's 'Display Label Qty'. Then, it resets the value of the 'Display Label Qty' on the old part to 0.

If the 'Display Label Qty' on both the old part and new part is equal to 0, the application does nothing.

 

DEFAULT LABEL TYPE

Select the default label format that will print for the part.

 

  • UNASSIGNED
  • 0 - 2.0 x 1.125 IN (roll)
  • 6 – 1.5 X .75 IN (roll)
  • 8 – 2.25 x 1.25 IN (roll)
  • 9 – 1.0 x 2.125 IN (roll)
  • 7 – 1.25 X 2.5 IN (sheet – 24)
  • 1 – 4 x 2 IN (sheet - 10)
  • 2 – 3 x 5 CM (sheet – 32)
  • 4 – 7 x 2.35 CM (sheet – 32)
  • 5 – 6.35 x 9.75 CM (sheet)

 

Note: An application switch determines if the field displays and can be edited or if the field is grayed out and cannot be edited.

 

The default can be changed at the time the labels are printed.

 

Price Change Matrix

The pricing matrix in the center of the screen is used to fine-tune profit on the inventory value primarily when a price or cost change occurs, to make sure the Gross Profit Percent (GP%) is not impacted.

 

Either customer pricing or company cost can be recalculated based on the Gross Profit Percent (GP%) desired on a sale, or recalculates the GP% by changes to either customer pricing or company cost.

 

 

Understanding the matrix:

 

  • 'PRICE 1' through 'PRICE 7' sell price levels (as named in the FIELD NAME SETUP screen) display in the first column (under 'BY PRICE').
    If the 'AUDIT PART COST EDITS' setting is enabled, edits to the price levels are tracked and can be reported from the 'PART LEDGER COST EDITS REPORT'.
  • The (yellow) column under '$ VALUE' displays the dollar amount of each sell price level.
  • The amount in the (yellow) fields to the right of '$ VALUE' display the dollar amount of each cost level under the column header: 'GP% C COST' (current cost), 'GP% A COST' (average cost), 'GP% L COST' (last cost), 'GP% V1 COST' (vendor cost 1), 'GP% V2 COST' (vendor cost 2), 'GP% V3 COST' (vendor cost 3), 'GP% V4 COST' (vendor cost 4).
  • The blue fields in the center represent the GP%.
  • In this example, 'LIST' is '15.00', 'RETAIL' is '13.85', 'GP% C COST' (current cost) is '9.00', and the GP% for 'RETAIL' is '35.0'.

 

 

  • The 'AVERAGE' GP% is calculated for each sell price level by adding the GP% across the row and dividing by 7.
  • The 'AVERAGE' GP% is calculated for each cost level by adding the GP% down the column and dividing by the number of values greater than 0.
  • The 'HIGHEST GP' field displays the price or cost level that currently has the highest GP% for information only.
  • The 'LOWEST GP' field displays the price or cost level that currently has the lowest GP% for information only.

 

Using the Matrix:

 

  • When a price change occurs, in order to make sure the GP% is maintained:
    • With either 'BY PRICE' or 'BY COST' checked, enter the new sell price or cost and press the 'Enter' key. The GP% is recalculated.
    • Check 'BY PRICE', change the GP% and press the 'Enter' key. The sell price level is recalculated.
    • Check 'BY COST', change the GP% and press the 'Enter' key. The cost level is recalculated.
  • Click the 'UPD' button ('F9' key) to save the changes to the part table.

 

Core Change

The core change fields below the price change matrix are used for core parts when a price change occurs that impacts core.

 

 

  • Edit the 'CORE SELL', 'GP% C COST' (core cost), or 'GP% A COST' (core average cost) and press the 'Enter' key to recalculate the GP%.
  • With the 'BY PRICE' field checked in the price change matrix, edit the GP%, press the 'Enter' key, and the 'CORE SELL' is recalculated.
  • With the 'BY COST' field checked in the price change matrix, edit the GP%, press the 'Enter' key, and the 'GP% C COST' or 'GP% A COST' is recalculated.

 

Reporting Filters

Part Filters

There are eleven part filters that can be optionally used to "group" parts together in a Line or across Lines for purchasing and reporting.

 

Unless otherwise stated, all filters are optional and user-defined.

 

When setting up part filters, first determine how they will be used:

 

The parts considered for purchasing order creation can be filtered by:

 

  • Order Type
  • PN Group
  • Department
  • PN Code
  • Category
  • Sales Class

 

Depending on the report, part filters are available to filter report output. For example, all eleven filters are available for the INVENTORY INFORMATION, INVENTORY COUNT, and INVENTORY COST REPORTS.

 

DCPOP

  • Distribution Center (DC) Popularity (POP) Code.
  • Up to 5 alphanumeric and special characters.
  • Used for inventory reporting.

 

LINE CLASS

  • Manufacturer's Line Class Code.
  • Only 1 alpha or numeric character.
  • Only the LINE CLASS Codes set up per line code are available for selection.

 

SALES CLASS

  • Sales Popularity Code.
  • Used to rank and track the popularity of parts.
  • Only 1 alpha or numeric character in each of the two field positions.

 

USER CLASS

  • User-defined.
  • Only 1 alphanumeric or special character.

 

PN GROUP

  • Part Number Group Code.
  • Up to 10 alphanumeric, user-defined characters.

 

PN CODE

  • Part Number Code.
  • Up to 3 alphanumeric characters.
  • Only the P/N CODES set up per line code are available for selection.
  • P/N Codes are used as "sublines" to categorize parts into groups. For example, oil filters can be grouped by conventional, light-duty, heavy-duty, racing, etc.

 

P/N Code Setup

P/N Codes must be set up on the P/N CODE SETUP screen in order to be available to the 'P/N CODE' part filter.

 

 
Menu Path: Vendor, Line, P/N Code Setup, P/N CODE SETUP screen.

You can also reach the P/N CODE SETUP screen by clicking the 'P/N CODE SETUP' button on any of the Line Code setup screens.

P/N Codes must be set up on the P/N CODE SETUP screen in order to be available to the 'P/N CODE' part filter.



Press the 'F5' key or click the 'EDIT' button to enable the screen functionality.

Enter up to 3 alphanumeric and special characters in the 'P/N CODE' field and press the 'Enter' key.

- Existing P/N Codes cannot be edited. If the P/N Code already exists in the grid, a pop-up opens.



- If the P/N Code is not already in the grid, it will be added to the bottom of the list.
Click the blue field to the right of the P/N Code in the grid and enter up to 40 alphanumeric and special characters as a description for the P/N Code.

- 'STOCK DEPTH' is customer-specific and not used by PartsWatch.
Highlight a row in the grid and click the 'DEL' button or press the 'Delete key' to permanently delete the P/N Code. The system will prompt with a warning that deleting the P/N Code removes it from all parts currently set with that P/N Code; however, it will allow the P/N Code to be deleted.



Answer 'OK' to delete the P/N Code and remove it from any parts currently set to that P/N Code.

CATEGORY

  • Divisions that parts might be divided into.
  • Can be used in conjunction with 'DEPARTMENT' to identify specific types of parts within the areas. For example, 'NUT' for nuts or 'BLT' for bolts might be categories within the 'HDW' hardware department.
  • Up to 3 alphanumeric and special characters.

 

DEPARTMENT

  • Areas or types that parts might be categorized as.
  • Can be used in conjunction with 'CATEGORY' to identify specific part types or areas of use. For example, a department might be 'HDW' for hardware.
  • Up to 3 alphanumeric and special characters.

 

REPORT GRP

  • Report Group Code.
  • Up to 8 alphanumeric and special characters.

    Even though they are used as report filters and can mean different things to the store, this is used primarily to include or exclude parts from inventory report output.

 

PRDT CODE

  • Product Code.
  • Up to 3 alphanumeric and special characters.

 

COMMISSION %

Enter the percent used to calculate the commission if it is paid to the salesperson when the part is sold at Point-of-Sale.

 

Commission Setup Hierarchy

 
The part level 'COMMISSION' setting is used to determine whether or not commission is paid on the part.

- If checked, the part is eligible.
- If unchecked, the part is not eligible and no other setups are checked for commission.

With the 'COMMISSION' setting checked, regardless of the 'COMMISSION %' value, the system checks:

- The employee level 'BLANKET COMMISSION' setting and if checked, the system checks the employee level 'COMMISSION %', and if it is greater than '0.00', uses that to calculate commission.
- If unchecked, the system checks the part 'COMMISSION %' and if it is greater than '0.00', uses that to calculate commission.
- If the part level 'COMMISSION %' is '0.00', the system checks the employee level 'COMMISSION %', and if it is greater than '0.00', uses that to calculate commission.
- If the employee level 'COMMISSION %' is '0.00', the system checks the line code 'COMMISSION %' and if it is greater than '0.00', uses that to calculate commission.
- If the line code 'COMMISSION %' is '0.00', commission is not paid.

Commissions are reported on the SALES ANALYSIS REPORTS screen under the 'SALESMAN COMMISSION' button under 'Quick Reporting Options'.
 
In the event the seller adding the returns to a ticket is not the same one who originally sold the items, it may cause a problem when commission is paid on net sales.  By setting the store 'SELLER CHANGE' setting to ‘OPTIONAL’, the SELLER button is available to open the pop-up to enter the seller’s ID that will be tracked for the return.

 

MIN SELL (minimum sell)

Enter the minimum quantity of the part in focus that must be sold at Point-of-Sale. The system forces the quantity to be sold to the 'MIN SELL' quantity in order to continue with the sale. If a value other than the 'MIN SELL' is entered in the 'SELL' field and the 'Enter' key is pressed, the system prompts to enter the correct sell quantity.

 

Allows entry of '0' - '65535'

 

 

LAST SOLD

Displays the date that the part was last sold at Point-of-Sale.

 

LAST RCVD (received)

Displays the date that the part was last received from a purchase order.

 

QTY YTD (quantity year-to-date)

Displays the net year-to-date quantity sold and returned.

 

TAX

Click the drop-down and select the sales taxability that determines when the system calculates tax on a part sale:

 

  • 'ALWAYS' (parts are always taxed)
  • 'SOMETIMES' (depends on the customer sales taxability)
  • 'EXEMPT' (never taxed)

 

Sales Taxability Flow Chart

 

NET

Determines whether or not the part in focus is eligible for an overall discount at the time of invoicing.

 

  • Checked: If an overall discount is applied to the invoice, the part will not be included in the invoice subtotal used when the overall discount is calculated. Generally, parts that have been given large discounts already should not be included in the overall discount calculation in order to prevent adversely impacting the 'GP%'.
  • Unchecked: The part will be included when an overall discount is applied to the invoice subtotal.

 

ALLOW PROMOTIONS

Determines whether or not the part is available for promotional pricing.

 

  • Checked: The part is sold at promotional pricing.
  • Unchecked: The part is not sold at promotional pricing. When unchecked, the part is not available for promotional pricing.

STOCKED

"Stocked" parts are inventoried, ordered, and kept on the shelf.

 

REAL

"Real" parts are actual, physical parts as opposed to "parts" used for other things, such as coupons.

 

ACTIVE

"Active" parts can be defined however needed. For example. "active" parts might have a min/max and stock quantity while "inactive" parts do not.

 

STOCK PROTECT

Determines whether or not 'MIN', 'MAX', and/or 'ORDER POINT' can be updated when running the 'SET MIN MAX ORDER POINT' utility.

 

  • Checked: The 'UPDATE' button is available and changes will affect the part table attributes if clicked.
  • Unchecked: The 'UPDATE' button is not available. The results can be printed or previewed as report-only.

 

Price Decimals

Optionally, any parts that should be priced with fractional quantities, for example $2.273 or $2.275, instead of the normal two decimal places, can be set up by clicking the 'Price Decimals' button to open a window to select either '3' or '4' decimal places per part.

 

 

Quantity Decimals

Optionally, to track any parts with fractional quantity units, instead of whole units, click the 'Quantity Decimals' button to open a window to select '1' or '2' decimal places per part. For example, 1.5 feet of hose or 2.25 gallons of oil.

 

 

The following Invoicing functions support selling quantities with 0, 1, or 2 decimal places:

 

  • Point-of-Sale selling and returning of regular parts or kit component parts.
  • The PW Standard Invoice forms and cash slip receipts.
  • Updating part ledger and part histories with fractional units.
  • Rebates.

 

The following Invoicing functions will only support sell quantities using whole units:

 

  • Scanning parts with any wired or wireless scanning device.
  • Catalog.
  • Quick and Advanced Sourcing.
  • Promotions.
  • Mode 2.

 

All Purchasing functions support purchase or return order quantities using whole units. All fractional units for 'QTY AVAILABLE' or 'QOH' are “rounded-up” to calculate whole unit order quantities transmitted in the purchase or return orders to all vendor suppliers.


Most inventory maintenance screens support fractional decimals.


Most inventory reports support fractional decimals.

 

UTIL

Whether the 'EDIT' button is enabled or not, click the 'UTIL' button to open a window with a number of features.

 

NOTES

Click the 'NOTES' button to display the 'INVENTORY NOTES' window used to set up a part note for Invoicing and/or Purchasing.